Five Social Media Branding Tips for Multi-Location Coworking Space Operators

Social Media Branding Tips for Coworking Space Operators | CloudVO

Flexible office space operators with multiple locations have the extra challenge of reflecting a cohesive brand from a marketing and customer experience standpoint.

CloudVO’s sister company, Pacific Workplaces (Pac), with 17 flexible office space locations in California and Nevada, is sharing its internal webinar with CloudVO Partners.  In this team training, Social Media Manager Sasha Bonar covers best practices on how to keep a consistent look and feel in messaging and design on Facebook, Instagram, and Twitter to communicate a cohesive brand across multiple coworking locations. 

Please fill out your information below to view the video recording of the Social Media Branding Training.

Training Highlights

5 Social Media Branding Tips for Multi-Location Coworking Space Operators | CloudVO


You want visitors of any of your coworking spaces to know what your brand is about based on a few elements, and the same holds true when looking at your social profiles, or anything you communicate to the public on a local level.  Every space can have its own unique flavor and community, but there should be uniformity in terms of branding.

  • Brand Logos should be standard across all locations and should not be altered in any way
  • Use company-wide standard fonts and colors on all content
  • Create a branding sheet that contains the proper logo to use with specific hex codes and fonts and make it accessible to your team

Profile Bios

Think of your location as a subset of your entire brand as a whole. Location profile bios and pictures should be uniform and feel like one brand/company.

  • Location specific social media accounts should use the same profile image as the main brand account.
  • Cover photo could be a high-quality image of your specific space exterior (or an interior space with good lighting), but all profile photos should be the main brand logo or icon.
  • Depending on the social media platform, you should consider including the following information in your bio:
    • Where you are located, who you are, what you provide, contact information, and link to your specific location page on your website.
    • If you have a specific tagline it should be included in bio’s, captions, etc.  Adding your tagline helps create a clear message about the services you offer.
    • If character count allows, include keywords and call to actions in your bio.

Instagram Link in Bio

This is where you will direct your audience whenever using a call to action (i.e. directing folks to a special offer, blog, or to your newsletter).  We highly recommend using a link service like Taplink.  Each location can have its own set of links specifically for your audience, but you should include some standardized links such as a link to your Health & Safety page on your website.

Additionally, the profile pages on your link service such as Taplink should be uniform (i.e. use the same colors, logos, etc. as your main brand).  Also keep in mind that these links need to be updated regularly. 

Instagram Captions

The length of your Instagram caption depends on the type of content.

  • Longer captions are best for sharing more about the brand, offers/promotions, storytelling, etc.
  • If you’re sharing a lifestyle post, a short and snappy caption is best
  • No direct links should be used in captions.
  • Include only a few main hashtags related to your post and add the rest of your hashtags to a comment.
  • Use a call to action to encourage your audience to visit your website or purchase a product.
  • If you want to share a post, avoid copying and pasting the same caption as your other locations.  When reposting, try to change the caption and make it unique to your location.

Local Offers 

Facebook, Yelp, and Google Posts are great platforms to use for local offers, but check with your marketing team to make sure they’re not already advertising a similar offer for the entire company.

Every platform has a slightly different process for creating a local offer, so familiarize yourself with the process for each individual platform.  We recommend having a start and expiration date for each offer and also attaching a UTM tracking link to whatever landing page or form you are sending prospects who want to learn more or redeem your special offer.

Why CloudVO is Partnering with Syncaroo

CloudVO partners with Syncaroo Platform for Coworking Space Operators

Disinfecting tables and door handles. Check.
Clearing out the trash. Check. 
Making coffee. Check. 
Open booking calendar to prepare for clients coming in for the day. Check. Replying to emails. Started.
Updating business information on all. of. the. sites. Not started.

One of the reasons flexible workspace operators can’t seem to get through their daily worklist is often due to just not having enough time. Factor in the laundry list of safety checks and tasks conducted hourly, if not more, this leaves coworking operators and their teams with very little bandwidth for some of the mundane operational tasks that often get added to the “rainy day” list. And does that rainy day ever arrive?

Streamline local listing updates

That is where Syncaroo comes in. The platform enables you to streamline your process of updating your listing(s) and increase your productivity. Workspace operators can control business information such as packages, spaces, amenities, and bookings within their preferred workspace management system, and have their listings automatically updated across several platforms and directories. This is why CloudVO is proud to be an early adopter of integrating with Syncaroo to provide a faster synchronization process for our partners.

It’s a no-brainer that this kind of automation allows teams to work more efficiently throughout their day, focusing on what matters most: their members. 

Another significant benefit to using a single interface for your business listing is that it helps avoid having duplications or outdated information displayed on the internet, which may be confusing to potential and existing customers. Say goodbye to copying and pasting, and say hello to more time spent on enhancing the consumer experience with your brand.

How does Syncaroo Work?

Connect Syncaroo to your preferred management system, from where you’ll manage your business information, products, and services, and then choose which reseller platforms and marketing channels to automatically sync data and changes with. What’s even better? Getting started with syncing your lockdown status is free of charge.

CloudVO partners with Syncaroo platform for flexible office space providers

But there is more to this freemium app. Syncaroo will also remove the barrier of entry to real-time bookings across multiple platforms, skipping the need to connect with these platforms via API, while reducing your operational costs. 

Get started today with Syncaroo. CloudVO Partners receive a discount on paid plans. Contact for your special offer code.

About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO operates the CloudTouchdown network that grants preferential access to day offices and meeting rooms at nearly 1,000 locations worldwide.

How Flexible Office Space Operators Can Provide Quality Network Security in their Coworking Spaces

Network Security for Coworking Space Operators | CloudVO

Many of our CloudVO partners have asked us about best practices when it comes to network security. What is the best network architecture for a flexible office space? How do we ensure data security for coworking members who make up diverse groups of startups, professional firms, remote workers, corporate users, and work-from-home professionals?

Cost and resources come into play as many space operators don’t have massive budgets to spend on their IT infrastructure. Things can get complicated fast when dealing with hardware, software, cloud services, and everything that goes into setting up a network. Here are some basic best practices to consider when configuring the network security in your coworking space.

Data Security

The general concept of data security is putting in place protective measures to reduce the risk of cyber attacks or theft of digital information. Note there are some differences when considering wired versus wireless data security which we outline below.

Wired Security

In the wired world, you want to have different Internet Protocols or IP subnets per office (i.e. separate networks for each office).  This makes it so printers and computers in one office cannot see and access these devices in another office. Without this security set up, businesses in the financial industry, enterprise corporations, or any type of industry that handles sensitive information will likely see a barrier to choosing your space as they must comply with government sanctions for financial institutions.

Without private security, you can suggest to your member to set-up a Virtual Private Network (VPN) on their end which does provide security, but there are complications and limitations. For instance, on your shared network, everyone would have to use a VPN to gain that privacy, which is more cumbersome and slows down your computer. There are also limits to how many VPN clients you can have on the same network. Our sister company, Pacific Workplaces, uses the proprietary Yardi Data Appliance to create different subnets per office.

Wireless Security

Wireless networks are inherently unsecure and the idea here is that your coworking space can offer more security to its users than if they decided to work in a coffee house. Make sure you have Wifi Protected Access (WPA 1 or WPA 2). This is a set of security standards that includes encryption.  But, traditionally, all wireless users have access to anybody on the same wireless network.  This is why when you put a printer on wifi, others on the same wifi network can access it.  Therefore, you want the ability to have a solution that will place the wireless user in a different subnet.

One solution is to create a MAC-based Virtual Local Area Network (VLAN). A VLAN is another word for an IP subnet. A LAN is created when you have a router that creates a different subnet.  A Virtual LAN is where you can create a subnet within a switch and add different switch ports to that same subnet.  A Media Access Control or MAC-based VLAN is where you can create a subnet over the wireless network and assign MAC Addresses to those different VLANs.  The Mac Address is basically the network adapter ID of any device (i.e. kind of like a unique fingerprint for any device).  So whenever a device connects to wifi in your shared space, the system will place the wireless device on a secure office network.  This makes it so your wireless device is secured similarly as if it were plugged into a wall jack.  There are products out there that help you manage MAC-based VLANs.  Providers like Essensys and Yardi are familiar with our industry and can help.

Data Security for Coworking Spaces | CloudVO


For a flexible office space operator, firewalling can be tricky.  A firewall gives you control on what traffic can come through your network. When you have members who make up a multitude of businesses and industries on your network, it’s hard to limit access.  For instance, one member wishes to limit certain types of websites, but another member wants to access them, making it difficult to centrally limit traffic.  For those members that need additional security, consider an architecture that includes firewall access, which gives the member control over what comes in and out of their subnet. Members can also install their own firewall to limit traffic that comes in and out of their subnet. 

Data Speed

You can’t have slow internet. It’s a deal-breaker. Don’t get anything less than 100 megabits up and down. One Gig is ideal, and even with that said, in the next couple years, we will surpass the gig. 

You also have to make sure your data infrastructure can support the faster speed (i.e. cabling, data switches, and wifi access points all have to be able to handle faster speeds).  If you want to offer fast internet but don’t have the infrastructure to support it, it’s like having a super-fast highway, but the on-ramp to get on the freeway has one lane with potholes.

While these guidelines are general, they should be useful to space operators as a starting point on what to consider when planning your network infrastructure. All of this can get very complicated to do on your own.  If network security isn’t top of mind, then maintaining your network is pretty easy, but if you need more security, or are trying to market to Enterprise clients and specific industries who really care about security, you should consider hiring an IT consultant to help you get set-up and be available when problems arise.  As your infrastructure gets more complicated, you are going to need technical expertise.  Once your network is in place, you can put IT consultants on retainer for support to help with maintenance and troubleshooting.

About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO operates the CloudTouchdown network that grants preferential access to day offices and meeting rooms at nearly 1,000 locations worldwide.

5 Flexible Office Space Marketing Strategies Post COVID-19

5 Flexible Office Space Marketing Strategies Post Covid-19 | CloudVO

Covid-19 has shaken our world.  As state and local governments allow businesses to reopen, how should flexible office space operators adjust their marketing game plan to prepare for the new normal?  

Here are five things operators can do right now to market their spaces during this era of Covid.

1. Market your Virtual Office services now more than ever

A strong virtual office offering is so important in today’s climate as people are choosing to work from home (WFH) with a combination of flexible office services.  Show off your broad menu of Virtual Office Plans on your website.  Create bundled plans that include a business address with mail services, live answering services, and access to meeting rooms.  Allow add-ons such as 24/7 access or a digital mailbox.  Digital mail plans are one of the most valuable resources to WFH professionals.  

Virtual office (VO) users are very price sensitive, so do your homework and benchmark your competition and price your plans competitively.  Lower the barriers to entry by making all plans month-to-month and waive any service deposit if users auto-pay monthly via credit card.  

In terms of marketing tactics on your website, here are a few things to tackle:

  • Update copy on your site for virtual office keywords to help with SEO (Search Engine Optimization).  
  • Refresh images and update alt text and metadata to reflect relevant search queries.
  • Update services, images, and descriptions on local listings (Google My Business, Yelp, Apple Places, and Bing Places.
  • Use the tools Google gives you (i.e. Search Console, Analytics, and Trends ) to refine your keyword strategy.
  • Create content about virtual offices through your blog.  You can then leverage social media to promote those blogs and drive people to your site.

If you have the budget for Google or Bings Ads, set up dynamic search ads. Create ad groups for the services you are offering. Based on the keyword research, set-up ads using a manual CPC (cost-per-click) bid strategy so you can control the daily budget and maximum CPC. Leverage ad extensions to display snippets, site links, and locations to optimize your ads. For more information on PPC (pay-per-click) campaigns, check out this training

Along with your own marketing efforts, listing with an aggregator or value- added reseller like CloudVO will help expand your market reach. 

Lastly, and we can’t stress this enough, your Virtual Office Plans should be available for purchase on your website.  People want instant gratification.  If they’re on your site and want to purchase a plan, they want to buy it now!  The inability for a prospect to purchase a virtual office online can be a reason they choose to go with another provider, so get that e-commerce rolling already!

Online Virtual Office Plans at Pacific Workplaces | CloudVO
Online Virtual Office Plans at Pacific Workplaces (sister company of CloudVO).

2. Come up with a new strategy for member engagement in your space and promote it!

Maya Delano, “OG” Community Manager at NextSpace Coworking Santa Cruz has implemented new ways to keep people connected during this time of physical distancing.

  • Host your happy hour onsite and online. NextSpace Santa Cruz set-up a “Zoom” area so members who are onsite can interact with our virtual members during happy hour. It’s as easy as opening up your laptop and starting a zoom session. Onsite members can take turns saying a quick hello, and the six-feet distancing floor decals assure this is done in a safe and healthy manner.
  • Provide opportunities for your members to be interviewed. Connect them to local organizations and community groups hosting webinars so they can share their expertise. This creates awesome content for you, promotes your member’s business, and continues the networking value of your membership.
  • Host your own monthly online event. NextSpace brought back its “What’s Next Lecture Series.” This is a monthly 40-minute Zoom event that highlights a member as the speaker. Sometimes experts in a certain industry or specific topic are invited to speak as well. The format is usually 10-20 minutes of presenting and then 20 minutes of Q&A. It’s important to curate topics that are relevant to today’s issues. Be sure to record the event so you can use the content on various social media platforms.
  • Re-imaginine your space. It’s important to communicate, communicate, communicate! Host a weekly Q&A Zoom session that gives your members an update on the space, what’s happening within your community, and discuss any health and safety updates. Every member has their own timing and comfort level as to when they want to return to the space. This give members (and non-members) who are considering a possible return, the opportunity to get their questions and concerns answered. It’s also become a great opportunity for members to share their ideas about the space and get feedback.

3. Virtual Tours

Remember what we said before about instant gratification?  This applies to space tours as well.  You should have high-quality video virtual tours ready to send to new prospects during the sales process.  

Highlight your space and focus on the products and services you offer.  If you are incorporating still images in your tour, make sure they are high resolution.  Use transitions between clips.  The narration parts of the video should match any music you include.  You should also add a closing title card with your location and contact information.  The final video should be no longer than 2 to 3 minutes.  

Pacific Workplaces Roseville Virtual Tour | CloudVO

These virtual tours should be considered an important sales and marketing tool, so take the time to make sure they look good and communicate your unique value proposition to potential members.

Pro tip: Try posting your virtual tour on IGTV.  This is an easy way for potential members looking at your Instagram account to view your space.  You can easily upload your video to IGTV via the web at or use the IG app.

4. Spotlight your Tech

In this time of Covid, people are looking for more than just a desk and wi-fi.  As an operator, you can set yourself apart by marketing the robust technology users can enjoy when they work at your space.

Adding technology services can be costly, but it’s an investment.  Users will expect their flexible office space to offer better tech options than their home office can provide.  Here are some things to highlight on your website, marketing collateral and ad campaigns:

  • High-speed fiber gig internet (or 100 megabits up and down at the minimum).
  • Meeting rooms that are fully-equipped with the latest technology including smart whiteboards and mirror displaying devices (AppleTV, Apple Airplay).
  • Tech that reduces the need for international travel such as Language Boxes for real-time translation between 10 different languages.
  • Real-time meeting room and guest office booking capabilities so members can easily schedule access to the space.
  • Keyless entry into your space.
  • Video conferencing capabilities such as Zoom Rooms.  Enterprise users and large corporations, in particular, will want to leverage high-end video conferencing as a solution to connect with remote workers, customers, and employees.
Zoom Room at Pacific Workplaces Cupertino | CloudVO
Zoom Room at Pacific Workplaces Cupertino

5.  A Transparent Health & Safety Policy

In this current climate, businesses need to spell out their health and safety measures.  Prospects and members need to feel like working at your space is just as safe as working from home (or safer!)

Create a landing page on your website which specifically addresses the health and safety protocols in your space.  Make this page prominent and accessible from anywhere on your site and update it regularly.  People want to know what to expect when they enter your space.  

Make sure your community managers are aware of the page and encourage them to leverage it during the sales process to ensure prospects that health and safety are top of mind.  If you don’t know where to start, here is the Health & Safety Policy of our sister company Pacific Workplaces as a sample.

What are some of your post Covid marketing strategies? Let us know about them, or partner with us and get access to resources that can keep your space successful during these unprecedented times.

About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO operates the CloudTouchdown network that grants preferential access to day offices and meeting rooms at nearly 1,000 locations worldwide for mobile workers and distributed workforces under a subscription model or on a pay-per-use basis.

Resources from Webinar Series: Preparing your Flexible Office Space for a New Normal

CloudVO Preparing your Flexible Office Space for the new Normal Webinar Series Speakers

Our 3-part Webinar Series on “Preparing your Flex Office Space for a New Normal” was a huge success! Please fill out your information below to download the presentation slides. After submitting the form, you will receive a confirmation email containing links to view the video recordings for Webinars #1 and #2. Recording for sensitive session #3 with Mark Golan (Google) and Mark Zuckerberg’s video is unavailable at this time.

Webinar Series Q&A

As promised, below is a list of the questions we received during all the sessions with answers to those questions for your reference.

Virtual Office/Virtual Mail Questions

1) I don’t fully understand Virtual Offices. Is VO working from home?
Virtual Offices (VOs) are a combination of services that allow people the flexibility to work remotely while giving them access to services like a professional business address, digital mail, access to meeting rooms, or phone answering services. Many Virtual Office users work from home, but others may have a main office out of town and use a Virtual Office to establish a business identity at your coworking location. They may also access your meeting rooms and day offices from time-to-time, but their primary place of work is elsewhere. Check How to build a Virtual Office Business and also Don’t Leave your clients out in the cold which explains the value of a virtual office from the user perspective.

2) Why does Pacific Workplaces not charge a refundable security deposit for their Virtual Office Plans?
We waive the service deposit for VOs for users who pay monthly via credit card.  This lowers the barrier to entry and we prefer auto-pay via credit card as it’s a more streamlined way of receiving payments, and it’s more environmentally friendly than processing paper checks. 

3) How do you deal with collecting the CMRA 1583 form if people sign up via your website?
CloudVO does this for you and Pacific Workplaces follows the same process for its own locally generated VO plans.  As soon as someone signs up on the website, they are sent the PS 1583 (CMRA) form to complete and send back to us.  We also use NotaryCam’s online notary services to validate the ID documents they submitted.  Members are free to use their local notary if that’s what they prefer. Check Virtual Offices and US Postal Service Rules (CMRA) and How to Vet VO Clients.

4) What are the legal requirements for accepting mail for others, and what you have to do with the Post Office (if anything)?  Also, are there specific things you’d want in your VO membership agreements to cover opening others’ mail? 
CMRA stands for Commercial Mail Receiving Agent. You, the coworking location owner or manager, will complete a PS 1583-A form and take it to the post office, with applicable ID, and present it to the station manager or supervisor.  We use Spheremail in which our clients click a box asking us to scan their mail. We believe that the act of requesting this service gives us the authority to open the mail as we cannot scan the contents without opening. Check Virtual Offices and US Postal Service Rules (CMRA) and How to Vet VO Clients.

5) In relation to the CMRA 1583 Forms, do you send a quarterly report of recipients to the local postmaster? Is that even enforced?
The quarterly report requirement is rarely enforced, but some stations do expect that you comply with that requirement.  We would recommend keeping the documents in order to be in compliance on the chance that you are asked. Check Virtual Offices and US Postal Service Rules (CMRA) and How to Vet VO Clients.

6) Is there a cost for registering as a CMRA? 
There is no cost beyond your time spent at the post office … which some might consider under the heading “time that you can never get back!”  Also, feel free to explore this post which gives additional information regarding CMRA regulations.

7) Do you offer physical mailboxes for everyone?  Does every VO member get a physical mailbox with a key?
Pacific Workplaces has several locations that provide locked mailboxes, but some locations deliver mail directly to people’s offices or hold the mail in a locked file-cabinet for members to pick-up.  During this period of COVID-19, locked mailboxes where members can access mail themselves were greatly appreciated.  

The flip side to mailboxes is that they take up space and once you reach capacity, not everyone can have a mailbox.  In these cases, you can charge a premium for a mailbox.  Also, tracking and issuing mailbox keys to members can be a cumbersome process.  People lose the keys and then ask for a replacement.  

Many VO members will ask for their mail to be forwarded or scanned, then shredded (if you offer digital mail services which we highly recommend) which reduces the need for a mailbox.  Lastly, keep in mind that many VO members will never receive mail – they just use your business address. So you will have to decide if investing in mailboxes makes sense for your space. We recommend waiting until you start to have a significant volume of VO Plans before considering mailboxes.

8) What is the percentage of your users who purchase the phone answering option?

At Pacific Workplaces, 38% of the number of VO plans and 53% of full-time memberships include a phone answering service


9) During the pandemic, what is an effective marketing strategy?
Focus on virtual offices whose demand has increased during the pandemic. Develop and publish a strong Health & Safety protocol. Be ready for corporate users upon re-entry. Use your channels to their full potential by listing your complete workplace offering with aggregators and marketplaces like CloudVO and Liquidspace.

10) What’s an effective way to market Virtual Office Plans?
Use Channels like CloudVO to access VO clients you would be unlikely to get otherwise. 72% of CloudVO VO clients live more than 10 miles away from their VO location and 31% live more than 100 miles away.

Make sure your VO offering is visible on your website and can be purchased online. Keith Warner, Pacific Workplaces VO guru, likes to systematically present his locations’ virtual office options to all prospects, including those who are looking for a full-time office. This is because people often don’t know about VO and you can sell a quasi-infinite number of VO plans whereas you have a finite number of private offices to sell. It is also a great solution for someone who cannot afford a private office.

11)  Do you see the coworking community shifting away from the word coworking?
Temporarily.  Terms like flexible office space, virtual office, and private office will be more popular. It’s a bit soon to tell, but for now, we are emphasizing Virtual Offices and Private Offices. As for coworking, publishing and emphasizing your Health and Safety Policy is key to help people feel safe within the community and space.

12) Do you recommend removing the words “coworking” and “shared” from websites? 
We haven’t removed those keywords altogether. We adjusted our H2 tags and updated alt text for images. But our page titles, URLs, and other metadata still include those keywords. We made virtual office and flexible office more prominent; however, as we navigate through re-entry, tags and alt text will be updated as needed. That will likely be reversed in a few months when terms like “coworking” and “shared” become not just more acceptable again, but also desirable as they were pre-COVID 19.

13) Should I invest in turning my event space into private offices so that I can market private space?
Possibly. We have found private offices to be profitable over the long haul.  Without knowing specifics, try to focus on a strong virtual office offering in unison with adding private office space and coworking which emphasizes social distancing and health and safety protocols. Event space will be harder to monetize. If you convert your event space into a private office, consider other spaces in your location that could hold events when they become popular again. For example, the business lounge/coworking space: could you move tables and hold an event there? Not as nice as a dedicated event space, but the combination of that and new inventory of private offices may generate much higher revenue.

14)  How do you get started with digital ads?
Digital ads can be costly, so start small with a single ad group, test bid strategies, and find a channel where you can reach the largest audience.

15) Is the CloudVO platform only for members or do operators have access as well?
The platform has two components. There is a partner portal for operators to add and update their listings, and the member portal allows members to view their dashboard, meeting room bookings, etc.  Partners can also view bookings, monthly statements, and monthly subscriptions in their dashboard.

16) Why are you charging lower commissions than DaVinci and more than e-brokers like Instant Offices?  How do you differ from web brokers like Instant Offices or SOS?
We are building a powerful technology platform that will make the relationship between CloudVO, Partner, and Client seamless. Not all the pieces are there yet, but we are close to achieving our objective. This enables us to run a very efficient business with lower margins on the VO and meeting room sides.

E-brokers typically charge a 10% commission for full-time offices. We also do retain 10% of the recurring revenue, but we are very different from a web broker in that we have a billing relationship with our clients, which may span across multiple locations, and we pay you when they use your services (Virtual Mail, Meeting Rooms, etc.) based on actual usage.

We invest heavily in advertising, in a corporate account infrastructure, and in operational and support capabilities. Our discount structure is needed to cover these costs and make a profit. We retain 25% on VO components and on meeting room bookings, and 50% on day offices and coworking day passes only. Like full-time offices, we retain 10% on monthly coworking memberships. Listing your space is free and you can complete the process in ten minutes.

17) What are some recommendations of must-have platforms?
It’s important that users have the ability to buy Virtual Offices and Coworking Memberships online.  You should also have an online meeting room booking platform as well.  Here are some providers to consider that know our industry well:  Nexudus, Office RND, Proximity, Yardi, Essensys, DeskWorks.

Operations/Space Management/Landlords

18) How are you handling meeting rooms during this pandemic?
Adjusting your meeting rooms to the new physical distancing rules of the pandemic is essential. For instance, our 12 person meeting rooms will only be set-up for 6 to 8 seats to help with distancing.  Staff will clean and sanitize the meeting rooms and equipment between reservations.  It’s important to communicate these modifications to your members, in your marketing messaging, and to your partners like CloudVO to help people understand that you’re doing all you can to keep your meeting rooms a safe working environment.

19) Post-lockdown, are you expecting to require larger blocks of time for reservations of day offices (in other words, not doing it by the hour)?
At the moment, we are not requiring larger blocks of time to be booked.  Members can book by the hour, although this may change depending on how things go when we are in full swing and re-open completely.

20) How are places dealing with part-time office bookings?
The ability for users to book a guest office or meeting online and in real-time is important.  If your local area is still sheltering in place, you should have an online meeting room platform that allows your members who fall into the “essential business” category, a way to book meeting rooms.  Once government agencies give the green light to re-open, we recommend making your guest offices and meeting rooms available for booking online.  Keep in mind that your offices and meeting rooms should be de-densified and set-up to meet social distancing best practices. Make sure that you don’t place unnecessary barriers, such as a minimum of half a day or a full day for a day office. Make them available by the hour. A minimum of 1 hour for a meeting room or a day office booking is reasonable.

Day offices work like a meeting room. They should be bookable online by the hour. The only difference is that you can use any vacant office as a day office if your dedicated day office is already booked. That helps with capacity management and users typically don’t care. Check out our Meeting Room White Paper for best practices on how to level-up your meeting room business.

21) Can you tell us if you recommend issuing new contracts to include new COVID-19 protocol clauses for members or would an addendum that your members sign suffice?
Pacific Workplaces and CloudVO standard agreements make reference to the member obligation to follow the house rules. This includes the Health & Safety Protocol of Pacific Workplaces or the protocol of CloudVO Partners. Partners should upload their Health & Safety protocol under their (or their building) house rules for the time being. Soon we will have a separate section of the CloudVO website to upload the Health & Safety Protocol and give it even more visibility on the website.

22) What questions are members asking in regard to safety & what should we be prepared for, outside of the obvious preparations?
Members want to know the changes being made to the space and precautions being taken which is why publishing a Health & Safety protocol and following through on them is so important.  You should be prepared for addressing  visitors who may not want to comply with your policies (i.e. someone comes into your space who does not want to wear a mask or refuses a temperature screening, etc.)  You should also have a plan for mitigating arguments among visitors.

23) Are the employees doing the cleaning or do people have cleaning companies doing it in between meetings?
At Pacific Workplaces, our team members are keeping up with the cleaning of high-touch areas after meeting and use of communal spaces. Having a cleaning or janitorial service in addition to that will vary from building to building. During this COVID-19 crisis, some members have asked for the janitors not to enter their office as they prefer to sanitize it themselves, which is fine.  Here is our health and safety policy:

24) How do we handle feedback from members saying they are ‘burned out’ on engagement via Zoom meetings and need more in-person interaction?
This is where your published Health & Safety protocols become so important as this is where you can communicate your plan on how you intend to set-up your meeting rooms for teams to collaborate in effectively and safely.

25) What are ways we can engage the community when we can’t have small gatherings and everyone is Zoomed out?
This is a tough one because what works in terms of engagement in one workspace community may not work in another. We think the answer comes down to just continuing to engage the community. Emails, texts, chat groups, and social media platforms provide a great opportunity for community leaders and members to connect individually. Keep inviting members to connect with each other. To that end, some non-Zoom ideas to consider:

  • Start a shared Google doc where you write a poem together
  • Invite people to share on a communal chat/open virtual space something that they’ve celebrated recently.
  • Start a social media thread of funny/cute videos and ask members to participate.
  • For gamers (they’re of all ages and walks of life!), play a co-op game together. Our favorites are WoW, Stardew Valley, and Animal Crossing.

26) Do you recommend shutting down coffee and water machines? 
Our sister company, Pacific Workplaces, has not shut them down completely but has made it so that only staff is allowed to make coffee to reduce the risk of exposure.  We are also using nanoseptic tape on surfaces to reduce contamination.  Most importantly, we have signage and a published health and safety policy that emphasizes the importance of handwashing, using sanitizer, and practicing diligent hygiene.

27) How do I deal with concerns about our HVAC system?
Ask your property manager what kind of filters they’ve added to the system.  Some do a better job at filtering germs and viruses than others. Ask if they have increased the airflow that also helps reduce the risk. Do your own research about contamination via HVAC so that you can be informed on what’s needed to keep your space as safe as possible.

28) What should I expect from my landlord and how do I go about negotiating?
Communicate regularly with your landlord.  Be transparent about your situation and manage their expectations.   Confirm any kind of verbal conversation via email to avoid misunderstandings. Set low expectations and communicate regularly.  It is always easier to manage good news than bad news. Keep in mind that landlords need you as much as you need them, and they don’t want you to leave.  

They will not have many alternatives in the COVID environment, and even post-COVID if the large corporation plans to embrace remote work materialize. Regarding negotiating, express what you need in terms of rent relief or any extensions in rent terms, and, depending on your collections, pay what you can. Dive to a realistic agreement on repayment of deferred rent. For example, if you had a total of 2 months’ rent deferred, it would not be realistic to agree on repayment over the following 12 months. Nobody knows how much pricing power you (or your landlord) will have upon re-entry. You can feel confident that the demand for flexible office space will thrive in the next couple of years, and that you might be able to go back to full occupancy fairly quickly, but the price points the market can bear will be more difficult to anticipate as we come out of a serious recession.  Think of this as an opportunity to educate your landlord on the nature of your business and its long term potential and build a relationship that will work well for both sides. The important takeaway is to get in front of it and deal with it.  Don’t avoid the conversation with your landlord.


29)  With many corporations allowing people to work remotely, how can coworking spaces attract the work from home (WFH) workforce?
It will depend upon the size of the company. The smaller the company, the more likely they will look for flex space to support  WFH. They might find your website, particularly if you have a landing page that specifically explains how you support remote work, presumably via a virtual office that includes a fixed number of hours of access to a day office or meeting rooms as we discussed in the first webinar. See related slide or the “How to add meeting room hours to your virtual office” article in the Resource Center. They might also find you through an aggregator like CloudVO. Larger corporations are less likely to search for individual locations on their own. They may occasionally let their employees do so, but if they have a more ambitious strategy around WFH, they are more likely to go to a trusted source like CloudVO that can handle their requirement in multiple locations across numerous geographical regions , identify suitable locations for their needs, and manage part of the process as an extension of their corporate staff.  See how CloudVO supports work-from home and distributed workforces in this article for end-users.

30) I have one single location in a remote midsize town. Do I have any chance to be considered?
Yes, and today more than ever. Think about what Facebook is likely going to do–they will be aggressive on allowing remote work but within a couple of hours driving from one of their hubs in the Bay Area, Denver, Atlanta, and Dallas. There is a lot of territory covered by a 2-hour radius around these cities. For example, centers in Greely, Fort Collins, and Colorado Springs (all medium-sized cities outside of Denver) might get their share of the demand. It is all going to be a function of where the employees empowered to WFH live. Some may want to live in Greeley because that’s where they are from and they still have family there. Others in Frisco to be closer to the mountains. That example applies everywhere, especially in the suburban areas and medium-size cities.

31) As more companies come to the realization that working from home yields satisfactory results and companies reach the conclusion that they may not need as large a footprint, will that result in an office space glut?  If so, what will the net impact be on the coworking/flex office space industry?
This is likely in the short-term, but in a period of crisis, it is not unusual for people to overreact. Mark Golan was very cautious about any prediction that would entirely break the mold. His experience with past crises told him that it is very possible that some companies will revert back to where they are today at some level, as corporations tend to have short memories.  The social and cultural functions of the corporate office may be back in fashion in the post-COVID world. The CEO of Twitter’s statement that all employees can work from home forever is extreme and likely not representative of the majority of companies. Mark’s personal opinion is that yes, there will likely be a softening of the downtown office market in expensive cities, but it’s too early to know how long that will last.

32) Is there a possibility that a company could provide a set budget for workspace, and let its employees choose their own space? 
It’s probably less likely to happen with high-tech companies for whom security considerations are essential. The idea of a voucher that employees can use as they see fit has been talked about for awhile, but has not taken off in any significant way. There is a need for organization and filtering of spaces that meet the corporate criteria. It is unlikely that large companies will let that happen without some control and coordination. Network Managers like CloudVO can provide effective support to large corporations with that process.

33) For spaces who are open and have policies for masks at all times, are people actually keeping their masks on all day?  Are members ok with this?
Many of our CloudVO Partners are requiring masks in all common areas.  The vast majority have members who are in compliance with this policy and follow the rules.  Most of our partners have masks on-hand to offer members and guests who enter the space without one.  For the few who do not want to wear masks, you can train your staff on how to handle these situations by letting people know that masks are a requirement not just for the coworking space, but due to an ordinance issued by local government agencies.  If they’re not comfortable with a mask on while working in the communal area, offer to book them a private meeting room or guest office where they can close the door and not wear a mask.

34) What’s the best way for individual operators to get connected with large enterprises?
It’s a challenge for small operators to get connected to large enterprise customers on their own. It would be too tedious for a large company to manage dozens or hundreds of individual providers. The way it will work is if they join an aggregator, like CloudVO, that provides a single point of contact and management of their network, but also establishes trust and credibility in their ability to filter locations that are acceptable to the enterprise client’s specific criteria.

35) How much of these work-related decisions will be driven by what employees want versus corporate goals?
Both. If employees drive a decision that makes them happy, but is not effective for the rest of their team, that is not going to work. By the same token, corporate goals around attraction and retention force them to take a more holistic view that incorporates the wishes and wants of their employees. It is a balancing act that will differ from company to company. It is fair to say that the trend over the last decade or so has been moving towards being more attentive to the desires of their workforce, but Mark Zuckerberg was also very clear that it works both ways. The trend towards some form of consumerization of the workplace is probably more applicable to smaller companies than to large corporations.

36) How should we expect Enterprise users to vet flexible office providers? More generally, what do you (Mark Golan) expect from us as an industry moving forward?
Vetting can be done through a trusted aggregator like CloudVO. Health and safety protocols, in the short term, have to be consistent with the health protocols of the Enterprise at their hub locations. This goes back to the importance of publishing health and safety protocols as a communication tool to members and prospects that also sets you up to host any large enterprise user. For high-tech companies, bandwidth and ability to segregate the hosted drop-in user or satellite space from other occupants in the space will be crucial.

37) Explain CloudTouchdown. If a corporate client uses my meeting rooms or day offices how do I get paid? How do credits work? How are credits established in my meeting rooms?
We pay you on the basis of actual usage of meeting rooms or day office hours used in your location at the discounted rate indicated in the Partner Portal (25% less than your published rate for meeting rooms, 50% for day offices). Credits can be redeemed for hours of day offices and meeting rooms. Typically one credit = one hour of day office. More credits are usually needed for larger meeting rooms. The credits are assigned by CloudVO for all rooms in the network, according to expected user behavior using statistical analysis and Artificial IntelligenceI. Whether your room is assigned 2 credits or 4 credits does not make any difference to you. If an end-user books 2 hours of that room, you will be paid 2 hours at the discounted rate. You don’t have to worry about credits. See how Cloud VO supports work-from home and distributed workforces in this article for end-users.

38) Mark Golan comment on whether the CloudTouchdown Pass was helpful for Enterprise users:
To the extent that CloudVO reduces the risk associated with the use of flex space by individual users, vets locations for suitability to the corporation requirements, provides a fixed budget per user per month and removes financial uncertainty, the CloudTouchdown program is very helpful. Also large corporations are not going to want to manage relationships with dozens of independent providers and knowing the single point of procurement and who to negotiate a contract with is important.

We’re here to help coworking space operators ease into the “New Normal.” Partner with us today. Listing is free. Go to to join.

About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO operates the CloudTouchdown network that grants preferential access to day offices and meeting rooms at nearly 1,000 locations worldwide for mobile workers and distributed workforces under a subscription model or on a pay-per-use basis.Share the knowledge!

Health & Safety at the Flexible Office under the COVID-19 Threat: As Safe as Home or Safer?

CloudVO Partners and the Flexible Office Space industry as a whole are taking Health & Safety very seriously, just as large companies do.

As State and County regulations have allowed us to go back to the office, the office is not always ready to receive us back. For example, Facebook indicated that they did not expect to have the capacity for more than 25% of the workforce in their corporate space until the end of the year. Google’s estimate was 30%. The main driver for this is heath & safety, including de-densification of the office. See our webinar on May 28, 2020 which is part of a series on ‘Preparing your Flexible Office Space for a New Normal‘ for more information on this topic.

While very large segments of the workforce are asked to stay home, not everyone can work from home. Many do not have the infrastructure to do so efficiently, including staying away from other members in their households, when concentrated work is required and the home falls short. 

That is where Flexible Office Spaces can help, as long as they can demonstrate strong Health & Safety practices that make it a safer environment than home.

Health and Safety Policy for Flexible Workspace Operators | CloudVO

We strongly recommend that CloudVO Partners:

  1. Have a strong comprehensive Health & Safety Policy
  2. Publish their Health & Safety Policy for users to review prior to entering the space
  3. Follow though and enforce their own policy

Important aspects of the policy must include:

  1. That all employees be required to wear face masks in the open or shared areas
  2. That the office space and meeting rooms are de-densified to respect distancing guidelines of 6 feet on each side
  3. That plexiglass panels be used in areas where people may tend to get closer than 6 feet, such as the reception desk.
  4. That the high touch areas be frequently and thoroughly sanitized, including all meeting rooms, after each use.
  5. That the traffic flow inside the center be clearly indicated in a way that prevents members and guests from coming within 6 feet of each other.
Directional Floor Plan for Pacific Workplaces San Mateo | CloudVO Partner
Sample directional floor plan for Pacific Workplaces San Mateo.

These guidelines will continue to evolve over time. They may be relaxed as stronger therapeutics become available, or they may become even more stringent if we are hit by a second wave of the virus. CloudVO Venue Partners are requested to follow the regulations in their States and Counties as they evolve, and they are encouraged to exceed these guidelines when possible. In May 2020, we offered our sister company Pacific Workplaces’ Health & Safety Policy as a template for their own. 

If you are a user of a CloudVO Partner location, please let us know what your experience with Health & Safety has been.  Our goal is to make them as safe or safer than home!

Get access to a ton of resources for flexible workspace operators when you partner with CloudVO. List your space for free!

Webinar Series: Preparing your Flexible Office Space for a New Normal

CloudVO is launching a three-part webinar series on May 14, 21, and 28 to help space operators with re-entry. Each webinar will highlight the new operating recipe needed for flexible office spaces to not just survive the current period, but come out of this crisis stronger. Watch the video from CloudVO CEO Laurent Dhollande who provides a sneak preview on the topics covered.

Webinar #3 of 3

Getting Ready for the New Corporate Demand” on May 28, 2020 at 11:00 AM PST featuring Mark Golan, who held multiple VP of Real Estate positions at some of the largest companies in Silicon Valley, including Cisco, Johnson Controls, and Google, and is a former Chairman of CoreNet Global, and a special appearance by Mark Zuckerberg via a video recording where he explains Facebook’s groundbreaking policy on Remote Work!

This 3rd webinar was originally exclusively for CloudVO Parnters, but since this content could impact the whole industry we decided to open the gates to prospective CloudVO partners too. Join us!

Not a CloudVO Partner yet? List your space for free here.

CloudVO 3-part Webinar Series Register Now

Past Webinars

Webinar #1 – May 14, 2020 : Basic Ingredients Needed to Create a Resilient Virtual Office Business (completed). Topics discussed:

  1. The process of establishing a virtual mail business that has seen increased demand during COVID-19
  2. How to incorporate ingredients like live phone answering and meeting rooms to your VO offering
  3. How operators can step-up their VO game with high-margin add-on services

Webinar #2 – May 21, 2020: New Recipes in the New Normal (completed). Topics discussed:

  1. The four lines of business that should be present in all flexible office spaces
  2. New protocols in your workplace, including space design adjustments
  3. Landlord management
  4. Marketing strategies

About CloudVO

CloudVO’s mission is to provide comprehensive virtual office, full-time office, coworking, and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO supports work-from-home workers, mobile workers, and distributed workforces by operating the CloudTouchdown network that grants access to day offices and meeting rooms at nearly 1,000 locations worldwide under a subscription model or on a pay-per-use basis.

How CloudVO Helps you Establish & Promote a Virtual Mail Business Today

Virtual Mail has proven to be a robust business over the last 15 years, both in good times and in recessionary times.  For this reason, every coworking operator should develop their own Virtual Office (VO) service offering. CloudVO can help in several ways:

What we can do today

During the COVID-19 crisis, we have seen high demand for Mail Services, particularly Digital Mail that enables clients to skip going to the office. We anticipate many members will keep this service as they go back to “normal”.  CloudVO can help you structure a mail service offering and promote it online now.

Mail Services

Basic Mail Services are often provided to full time members, as part of the coworking or private office membership.  VO clients should be charged a specific fee for the basic mail service.  Add-on services, such as mail forwarding or digital mail plans, should be charged to both full time members and VO clients. Table 1 shows a description of various mail services easy to set up and suggested retail prices.  

Virtual Mail Services Suggested Prices | CloudVO

These services are easy to set up and may not require additional staff resources until the operator reaches 150 VO plans or so.  Keep in mind that each incremental plan will require a minimum amount of resources and it may take 18 months or more to get to 100 plans. Also keep in mind that, much like in a gym membership, a few VO clients may be heavy users, but most receive little or no mail on a weekly basis. 

The suggested prices in Table 1 reflect the expected costs associated with staff processing the mail, handling the VO clients, the cost of other resources that may be needed, and a profit margin in the 70% range. These prices have been adopted by many of our partners, and we would like to strongly encourage you to do the same. Consistency and standardization helps reduce customer confusion. But you are free to set up your own charges for this service. Update your price list here.

We recommend that you actively market these mail services in your local market. Listing with a value added reseller like will help expand your market reach. It’s free. CloudVO only keeps 25% of the subscription revenue generated by the VO client, takes care of billing and collection, advertises across the United States, and pays its partners by the 5th of each calendar month. Any incidental or variable items can be charged directly by the operator to the client without any revenue sharing with CloudVO.

The Digital Mail application will typically automate the interaction with the member after taking a picture of the mail from a smartphone. The software recognizes what each piece of mail is for and automatically notifies the member who then instructs the operator to implement the desired action, including forwarding, retaining it at the coworking place for pick-up, scanning and emailing, or shredding.

Vitual Mail and Digital Mail Services | CloudVO

Cost of the digital mail platform to the operator can be $4 to $6 per user per month, depending on volume, or quite a bit less with the CloudVO partner discount. Ask 

Any incidental or variable items (non-recurring charges, such as copies or postage), can be charged directly by the operator to the client without any revenue sharing with CloudVO.

Partner with us and get a wealth of resources just like this specifically for shared workspace operators. Listing is free. Go to to join the crew!

Other Resources

Virtual Offices & CMRA US Postal Service Rules
How to Add Meeting Room Hours to your VO Offering
How to build a healthy VO Business

About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO operates the CloudTouchdown network that grants preferential access to day offices and meeting rooms at nearly 1,000 locations worldwide for mobile workers and distributed workforces under a subscription model or on a pay-per-use basis.

How to Add Meeting Room Hours to your Virtual Office Offering

Adding a set of monthly hours under a subscription plan to your Virtual Office (VO) Solutions is a good idea. You can market such a plan locally without CloudVO’s help. Under a subscription program hours not utilized cannot be carried forward to the following month. This enables you to price your bundles attractively in your local market.

Adding Meeting Room Hours to Virtual Office Plans | CloudVO

A common meeting room package is a bundle of 16 hours/month. The table below suggests three levels of pricing, depending on the location and prestige of the building and space. It also shows an average usage of 3.9 hours consumed per month under a 16-hour/month plan, based on data tracking the usage of hours from thousands of VO plans as experienced by CloudVO and its sister company, Pacific Workplaces.  This average has been steady across time and across regions.

The table below shows suggested prices in different markets and average usage of each plan.

Meeting Rooms Retail Pricing Suggestions for Coworking Operators | CloudVO

Why is the average usage so low? Think of it like a gym membership. Very few plan holders actually use the full allotment of meeting room hours.  In fact, more than 50% use zero hours in any one month. Heavy users who go over their allotment for the month will be charged the full hourly price on the overage. In balance, the light users more than make-up for the heavy users.

You may also ask why a 16-hour package? Because US Postal CMRA rules require that a PMB number be part of the client address, unless the client uses an office available on the premises for at least 16 hours per month. Nowadays, users are less sensitive to using a PMB number on their address, but the 16-hour package has survived as a standard with many flexible office operators, with the added benefit of not having to add a PMB number to the address; which may not match the image your member wants to project of their business.

Can the hours be redeemed in any of your location meeting rooms? That is up to you. Some operators will exclude an expensive large boardroom with a view, or a training room, from such a meeting room plan. 

In CloudVO’s case, we market bundles of 20 or 50 credits via our CloudTouchdown Passes to our clients. A credit is typically one hour of a day office. Larger meeting rooms will command more credits per hour. Most of the CloudTouchdown passes we sell let them access any location in the network, or sometimes multiple locations in a particular region. Should they actually book a room via at your location, we pay you the discounted price you listed on the partner portal on the basis of actual hourly usage. That way, you don’t have to worry whether our clients are light or heavy users of your conference rooms. If they use 6 hours of your conference room under a CloudTouchdown plan, we will pay you the wholesale hourly price you indicated in the partner portal for the 6 hours.

Adding Meeting Room Hours to Virtual Office Plans CloudTouchdown Passes

Join our global network of nearly 1,000 space operators and gain access to data-driven resources specific to the flexible office space industry. Listing is free. Go to to join.

Here’s a sample of other resources you can get your hands on!
How to Establish a Virtual Mail business 
How to Add Phone Answering to your VO Offering
Meeting Room White Paper
How Many Meeting Rooms Should an Operator have?
How to build a healthy VO Business

Virtual Offices & US Postal Service Rules (CMRA) and How to Vet New VO Clients

Virtual Offices US Postal Service Rules (CMRA) | CloudVO

As a flexible office space operator, In order to accept mail for your clients, operators are required to register with the USPS using a Commercial Mail Receiving Agent (CMRA) application, or a USPS Form 1583-A.  Generally, the operator or the location’s community manager will complete the application, which does require proof of identity.

CMRA rules were put in place by the USPS in the early 2000’s

They require a completed and notarized USPS form 1583 to be submitted for every business address user that does not have office use, or access to the space for 16 hours or more, per month.  Technically, only a portion of your business address clients or business and telephone answering clients are required to complete the form, however, many operators utilize the form for a larger portion of their virtual office (VO) clientele, often for the purposes of confirming the identity of clients that they may not have the opportunity to know as well as others.

The CMRA form can be a bit complicated for some folks, so it is a good idea for Operators to have a ‘Sample Form’ handy to offer to new Clients.  The form can be fully completed in one of two ways: 

1) The Client personally presents him/herself to the office with 2 proper forms of identification, as listed on the CMRA regulations, and have the Operator’s staff review and satisfy themselves of proper documentation, and then sign off as the Agent; or: 

2) The forms need to be completed and duly notarized.  

1583 CMRA Postal Form Sample | CloudVO

Best practices in our industry is to utilize the services of an online notary company such as, and to cover the cost of the notary service as part of your set-up fees.  Online notary services are familiar with CMRA policies and identification requirements, and can handle both domestic and international clients.

While post office branch managers have differing knowledge and operational expectations of the CMRA requirements, operators should expect that they may be asked to file quarterly reports as to the names and status of their clients that are mandated to complete the forms.  You’ll want to confirm with your local Postal manager for expectation.  You may also be expected to list PMB numbers for these clients and identify said numbers to your local USPS branch.

1583 CMRA Postal Form Notarization | CloudVO | Notarycam

Operators should be aware of the specifics of CMRA requirements

For one thing, clients are not allowed to submit forwarding address forms when they are no longer members.  Think about it from the USPS perspective, if 100 clients are using your business address and then one moves to another location, this could wreak havoc on the processing of mail properly for your location, and can lead to mis-forwarding of other client’s mail.  You’ll want to make it very clear to new members that they will not be allowed to simply forward their mail upon their departure.  Per CMRA rules, operators are therefore required to forward mail – by repackaging and re-posting – to departed members for up to 6 months.  The USPS makes no rule for this to be achieved without compensation, so you’ll want to plan for transitional service fees to cover this time period.  Clients that do not pay will have their mail ‘Returned to Sender’.

Fraud Prevention

While the CMRA process may sound a bit daunting, those of us in the Flexible Office Space industry are appreciative of the USPS for creating ground rules for setting up virtual office clients.  It is incumbent upon all of us in this industry to utilize these guidelines, if for no other reason, than as a stop gap against fraudulent use of our addresses by unscrupulous individuals looking to hide behind false identities.  CloudVO appreciates this requirement and takes it VERY seriously. We’d rather lose a client that wishes not to engage in the process rather than risk some ‘bad apples’ in our client ranks.

Best of all, CloudVO takes care of the cumbersome part of the process; when presenting a VO client to our partners, the client has been fully vetted by CloudVO following the CMRA guidelines.

Other Resources

How to Establish a Virtual Mail business
How to Build a Healthy VO Business

Want more resources like this? Partner with us and gain access to more goodies and data nuggets specific to flex office space operators. Listing is free. Go to to join.

About CloudVO

CloudVO is the umbrella brand of Cloud Officing Corp., headquartered in San Francisco, California. CloudVO’s mission is to provide comprehensive virtual office, coworking and meeting room solutions to professionals under a Workplace-as-a-Service™ model. CloudVO operates the CloudTouchdown network that grants preferential access to day offices and meeting rooms at nearly 1,000 locations worldwide for mobile workers and distributed workforces under a subscription model or on a pay-per-use basis.